7206-02 PARKS PROJECT RECORDS-WARRANTY RECORDS

Series is created to provide documentation of projects during the warranty
and post construction period. Series is used to track information that may be
needed during the initial stages of the project after it has been built. Series
is used to provide reference and background information of planning,
construction and renovation of parks and facilities. Records include
authorization notices, budget material, certification, change orders, code
hearings information, non policy correspondence, construction claims, financial
records, meeting minutes, payrolls, supplier information and other similar
information.

7206-04 PARKS PLANNING MAPS AND DRAWINGS

Series is created to provide a reference of original park plans and maps for
construction work. Records include park drawings, plans, specifications,
as-builts, and other related information.

Record Copy? Yes

RETENTION: Permanent

7206-05 PARKS MASTER FILE

Series is created to provide a record for each City park and park facility
for reference in planning issues and historical perspective. Series is used to
compile historical information on specific park sites. Records include
correspondence, reports, parks improvement requests, friends or citizens group
information, maps, plans, etc. Series includes Golf Course Records.

Record Copy? Yes

RETENTION: Permanent

7206-06 PARKS PROPERTY RECORDS

Series is created to track easements, property rights and property owned by
the City. Series is the working records used to track property issues. Records
may include correspondence, easements, ordinances, property appraisals and other
related material.

Record Copy? No Where? County Recorder and City Auditor

RETENTION: Permanent

7206-07 PARKS ACQUISITION PRIORITY RECORDS

Series is used to develop priorities for the acquisition of property. Series
is created to assist staff in setting priorities for property acquisition and to
identify areas which may be suitable for parks expansion. Records include
reports and studies, discussions with community groups, field visits, maps,
ownership information, resource values, valuations, connectivity to existing
parks, development potential, area, priority lists, and other related material.
Series includes target acquisitions studies and other records developed in
connection with the Metro greenspace initiative and the 40 mile loop.

Note: Some records contained in these files may be exempt from disclosure
under ORS 192.501 through 192.502. Consult your agency's legal counsel for
assistance before releasing information.

Record Copy? Yes

RETENTION: Permanent- reports and studies; retain as needed- all other
records.

7206-08 PROPERTY ACQUISITION RECORDS-WORKING FILE

Series is used during the property acquisition process. Series documents
records created to explore and complete the acquisition of property. Records
include ordinances, title searches, property appraisals, environmental studies,
offers, maps, etc.

Record Copy? Yes

RETENTION: 5 years

7206-09 FLEXIBLE SERVICES CONTRACTS

Series is used to qualify persons and companies to deliver services to Park
Bureau. Series is created to provide reference checks and to hire qualified
providers when services are needed. Records include applications, resumes,
bureau reviews, notes, correspondence, etc. Record includes consultant lists,
resumes, ranking lists, etc.